2017 2018 American Legion Auxiliary Program Action Plan FINANCE COMMITTEE The Department Finance Committee is charged with oversight of the general financial policy of the Department organization, subject to the ratification of the Department Executive Committee; and, preparation of the annual budget and supervision of the expenditures under that budget. Finance and the 2014 2019 Centennial Strategic Plan With the oversight of the general financial policy of the Department organization, members of the Department Finance Committee make Goal 1 (Enhance Membership Strength) possible and strengthen Departments and Units (Goal 4) through sharing of best practices. In addition to this Department Program Action Plan, this committee also recommends every Unit review the National Finance Committee Program Action Plan for additional information. As a Department we adopted a strategic plan that includes financial goals. We measure where we are now and set goals in the strategic plan to strive to reach the benchmarks for expenses and to broaden the sources for potential income streams. At each finance meeting we will review the strategic plan and the progress toward the annual and multi year goals. Throughout the year and at Department Executive Committee Meetings and Department Convention the Finance Committee conveys this information for approval to the DEC. This committee strives to provide support for the mission based programs and activities. Key financial indicators should include benchmarks expected by the Internal Revenue Service and nonprofit watchdog organizations. There are three key expense benchmarks. (See previously provided Bucket Concept) Program Services (expenditures related to the organization s primary mission and purpose). The target should be 65 75%. Management and General Administrative (expenditures spent on managing the operations of the organization). This target should be 5 10%. Fundraising (expenditures spent on raising additional funds for the organization s purpose and mission expenses direct mail campaigns, raffles, planned giving.) This target should be 10 15%. Revenue: On the revenue side, setting targets is more difficult because there are no specific industry benchmarks other than to have a variety of revenue streams that reduce your dependence on any one source. Since the American Legion Auxiliary is a membership organization, we rely on member dues to cover our expenses. By promoting and bringing in other resources such as special events, corporate sponsorships, direct mailing, or bequests, we lower the dependence on dues and/or reserves alone to meet our obligations. 1
Potential donors expect that the majority of the funds collected by a nonprofit organization be designated to supporting the mission of the organization through its programs. Reserves: The ability to build up financial reserves is vital for the future to ensure proper resources are available to maintain operations of the organization if necessary. The recommended amount of reserves/savings is 2.5 times the annual budget of the organization. So, for an example, an organization with a $100,000 budget would try to maintain $250,000 in reserves for emergencies and have a plan to replenish when withdrawals are made. Financial Reporting: The Finance Committee needs to share with members who are the stakeholders of the organization and have a legal right to know how the organization is being managed and what results are being obtained. The Finance Committee makes recommendations to the governing body (DEC), and that body is responsible for the actual policy decisions. The Department Executive Committee (DEC) should receive clear, timely and accurate information regarding the financial status of the organization at each of their meetings and at additional times as needed. Since 2008, the IRS began requiring small exempt organizations to submit an annual electronic report, known as a Form 990 N. This is a mandate for every Department and Unit. The Form 990 N, titled the Electronic Notice for Tax Exempt Organizations Not Required to File Form 990 or 990 EZ is required of charities whose annual gross receipts are $50,000 or less. The Pension Protection Act of 2006 also requires the IRS to revoke the tax exempt status of any organization that fails to meet its annual filing requirement for three consecutive years. This requirement applies also to small tax exempt organizations (ALA Units) that file the e Postcard. This committee is prepared to assist any Unit in filing of this report. Audits: The Finance Committee is responsible for hiring a professional external auditing firm to conduct the annual audit. The independent external auditor must provide the audited financials to the governing body and report on staff/management activities. Management needs to report on the auditor s activities. Annual Unit Obligations: Every Unit must budget and remit the bond fee, Veterans Affairs & Rehabilitation Christmas Assessments (See VA&R Action Plan) and one third of funds from distribution of poppies (See Poppy Action Plan) after expenses, to the Department office. These obligations are mandatory and do not require a vote of the members. The Finance Committee requires No Annual Report. However, any Unit wishing to provide a report is welcome to do so. The Department Finance Committee is available to assist Units as we strive to carry out the Vision of the American Legion Auxiliary and Department President Donna Dillard s theme of Who We Are, What We Do, Why We Matter. If you have questions or need assistance please communicate with your District President who will then determine if the Department Finance Committee can be of assistance. 2
Carlene Ashworth, Chairman Charlane Charlie Dew, Division I Norma Szekely, Division III Marty Peters, Vice Chairman, Division II Patsy Lackey, Division IV HOW TO FINANCIALLY SUPPORT ALA MISSION BASED PROGRAMS Provide financial support for the mission based programs and activities of our organization. Donations can be made to support the American Legion Auxiliary Department of Texas as follows: Department of Texas funds supporting the ALA Mission: A. ALA Texas Cancer Research Fellowships (Grants of $5000 each to Graduate students doing cancer research at the UT Health Science Center in Houston, Texas.) B. Education Scholarship Fund (supports education scholarships for Texas students $500 each) C. ALA Department of Texas General Fund (supports the operations of our Department Headquarters office related expenses (postage, printing, rent, telephone, internet, etc.) D. Past President s Parley Scholarship Fund (supports medical scholarships of $1000 each) E. VA&R General Operating Fund (supports our veterans through our VA Medical Centers and CBOC s) (Community based Outpatient Clinics) National Funds supporting the ALA Mission: A. Auxiliary Emergency Fund: When a sudden financial crisis befalls an eligible Auxiliary member, the AEF may be able to provide temporary emergency assistance when no other source of help is available. B. Veterans Creative Arts Festival (ALA Texas has an annual obligation to the National Fund in the amount of $5000.) This program supports our veterans in their rehabilitation through visual and performing arts. The National ALA is a cosponsor with the Department of Veterans Affairs. C. ALA National Scholarship Fund: 1. Children of Warriors National Presidents Scholarship Fund: Supports the children of our nation s heroes our veterans through endowed gifts. These scholarships are awarded to 15 students annually who excel in academics and volunteer in their communities. 2. Spirit of Youth Scholarship Fund: Supports three separate scholarship opportunities. One area of opportunity is scholarships for five honorary ALA National Division Junior Vice Presidents; Scholarship 3
opportunity for participants in the ALA Girls Nation program; Non traditional Student Scholarship supporting people who are part of the Legion Family pursuing a college degree later in life or allowing them to pick up where they left off when their studies were interrupted. D. American Legion Auxiliary Foundation: As a 501 (3) public benefit corporation, the ALA Foundation provides ways for individuals and corporations to support the Auxiliary s charitable and educational outreach programs through endowed gifts, grants, and sponsorships that require donations go to a 501 (3). The ALA supports the mission of the ALA and receives donations for: 1. ALA Mission Endowment Fund a long term fund where earnings from the endowment s principal are used to support the ALA for as long as the organization exists. 2. ALA Foundation Veteran Projects Fund a fund where donations can be received and then granted to benefit ALA programs, districts, departments and units through: Small grants made to help support projects that support veterans. Supporting Veteran Creative Arts Festivals that showcase the artistic achievements of veterans on the local level. HOW TO SET GOALS THROUGH ANNUAL BUDGETING Provide for financial stability by setting goals through the annual budget process. Step by Step Instructions: Create a three member Finance Committee for your Unit. Conduct a budget planning meeting of the Finance Committee prior to the start of your fiscal year; make sure to invite Unit officers at which time the agenda should include, but not limited to the following: 1. Review your current financials in comparison to the IRS benchmarks as outlined in the Program Action Plan. 2. Review your progress status of your long range goals (e.g.,fundraising for a new building) 3. Review your annual ALA obligations (VA&R, Girls State, Poppy, etc.) 4. Review your annual operating expenses (rent, heat, bank fees, etc.) 5. Review your membership numbers and the related dues income. 6. Review other sources of revenue (donations, events, etc.) 7. On a 12 month calendar, plot out when you anticipate your revenue and expenditures will occur. 8. Compare your total revenue vs. your total estimated expenses. 9. Determine which areas need further consideration to accomplish your long range goals and meet the IRS expense benchmarks. Program Services target should be 65 75 percent. Management and General 4
Administrative should be 5 10%. Fundraising expense should be 10 15 percent. 10. Try to create a positive bottom line. Remember: Budgets are just a guide. 11. Have the Finance Committee vote to approve the budget and forward onto Unit membership for adoption. 12. Have Unit membership vote on the adoption of the annual budget. HOW TO COMPLETE THE 990 FILING PROCESS Provide for compliance with IRS regulations to maintain nonprofit tax exempt status annually. Step by step instructions: Create a three member Finance Committee for your Unit Obtain the Form 990, Form 990 EZ or Form 990 N from the IRS website at www.irs.gov. Have your Unit treasurer attempt to complete as many forms as possible. Have the Finance Committee work with Unit officers and an outside accountant to finalize the tax form. If you have an outside auditing firm, get its approval of the tax form. If you have an Audit Committee, have the Audit committee review, approve, and forward the completed tax form onto Unit membership. If you do not have an Audit Committee, have the Finance Committee review, approve, and forward the completed tax form onto Unit membership. Have Unit membership vote on the adoption of the tax form. Submit the Form 990, Form 990 EZ, or Form 990 N prior to the annual deadline, which is based on the Unit s fiscal year, not calendar year. 5
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